UNIVERSITY OF WASHINGTON Washington Sales and Use Tax

Agenda Retail Sales and Use Tax overview Destination Based Sales Tax Exemptions and How to Take Them PAS Procard Questions

Retail Sales Tax Defined Retail Sales Tax  Applies to tangible personal property  Doesn’t apply to pure services  State (6.5%) and Local (3.0%) components  Seller is liable, even if not collected

Use Tax Defined Either sales or use tax, but not both Tax on the use of goods or certain services when sales tax has not been paid Paid by the consumer when the retail sales tax was not collected by the seller/service provider

Tangible personal property No definition in statute Generally something you can touch, smell, see but not real property Includes services related to the tangible property Many exemptions provided by statute  Eg. Some medical items used for patients, but does not apply to use in research.

Services Services related to tangible property are taxable Personal services generally are not  Examples: Attorneys, Doctors, Dentists, Engineers, Public accountants Test: Is the purchaser buying the service itself or the property related to the service

Destination Based Sales Tax Came into effect July 2008 Rate imposed depends on whether item will be shipped or picked up:  If shipped, then rate at customer location applies  If picked up, then rate at seller location applies Example: Store is in Seattle. Customer is in Tacoma.  If shipped – 9.3%  If picked up – 9.5%

Reporting destination based sales tax UW reports destination based sales based on location codes Department of Revenue allocates the tax to the appropriate city UW Department needs to provide tax details to Cathy Sleipnes –

Items in and outside of Washington Goods received in WA even if the property will be used elsewhere - taxable Delivery of goods to a freight forwarder to transport goods out of the state is not receipt of goods Delivery to buyer outside of state not subject to WA taxes (may be subject to other state’s taxes)

Foreign Purchases Foreign purchases of tangible goods, if not brought into Washington are not subject to Washington state sales or use tax Value Added Tax may be applied when purchasing in foreign countries. If possible purchase items through the internet in Washington Keep in mind – there are sanctioned countries.  Eg. Iran, North Korea

Delivery Charges Delivery charges  Charges for preparation and delivery of tangible personal property or services  Includes transportation, shipping postage, handling, crating and packing  Separately itemized charges still taxable  If sale itself is exempt from sales tax, no tax on delivery charges

Common Examples Installing, cleaning, repairing of tangible personal property even if property not sold in connection of services  Repairing any personal property, machines, radios, etc.  Laundering, dyeing and cleaning Computers  Prewritten software – taxable  Installation of prewritten software – taxable  Includes outright sales, leases, rentals, licenses to use, and any other transfer

Case Study #1  Department buys books from vendor. Vendor lists shipping separately – is the shipping subject to sales tax?  Can you put the shipping under a tax exempt object code? #2  Department contracts for a maintenance agreement on equipment in the department – taxable? #3  Department hires a consultant to help with a project – taxable?  Can the department hire a consultant or do they have to hire an employee? To find out – join our employee versus independent contractor training in August!

Exemptions We See Items purchased for resale Items for use outside of the state and not brought into the state Manufacturers’ Machinery and Equipment Exemption High Technology Deferral

EXEMPTIONS: Items Acquired for Resale Purchasers may be eligible for a sales tax exemption on items acquired for resale to a third party UW has a seller’s permit Currently need to supply a copy of the seller’s permit to be able to purchase for resale

EXEMPTIONS: Items Acquired for Resale Use seller’s permit for:  Resale in the regular course of business without intervening use by the reseller, or  Use as an ingredient or component part of a new article of tangible personal property to be produced for sale, or  Use as a chemical used in processing a new article of tangible personal property to be produced for sale

Subsequent Sale of Items Acquired for Resale Tax upon resale  Department selling item responsible for collecting the sales tax  If the product stays at the UW for the university’s own use, use tax payable  Department placing order must contact the UW’s Accounts Payable department to charge the department budget for the appropriate use tax amount

Exemptions: Items Acquired for Out-of-State Use Goods for use outside the state of Washington, inform the seller no sales tax Ordering department must state in the comments that the order should be flagged as exempt and that the goods are for use outside of Washington Buyer will flag the order as exempt as it is processed, and include the appropriate language on the PO when applicable

Exemptions: Machinery and Equipment Applies to purchases by manufacturers of machinery and equipment  Directly in a research and development operation  More than 50% of the time for a qualifying use  Useful life of more than 1 year  Cost of $1000 or more

Exemptions: Machinery & Equipment Who’s involved:  Departments  Equipment Inventory  Purchasing  Accounts Payable

High Technology Deferral Deferral on construction costs for building used for research and development in one of five fields:  Advanced computing  Advanced materials  Biotechnology  Electronic device technology  Environmental technology Deferral also applies to purchase of “qualified machinery and equipment”

High Technology Deferral Eight year qualifying use requirement $1 million threshold to qualify for program Annual survey participation

High Technology Deferral For more information, visit the UW’s High-Tech Tax Deferral webpage at deferral.htm If you think that you have a qualifying project contact: Julia Shanahan

eCommerce: ProCurement Card & eProcurement A checked tax box tells the system to CHARGE the purchase a Washington State Use tax. A blank tax box tells the system NOT to charge the purchase a Washington State Use tax. Procard: “Add Use Tax” box in PaymentNet:

eCommerce: ProCurement Card & eProcurement Procard: “Add Use Tax” box in PaymentNet:eProcurement Sales tax is paid as billed by the vendor. Steps Receipt/invoice for ProCard transactions with an out of state merchant should be reviewed to determine if the merchant charged sales tax.  The tax box should be blank if an out of state merchant charged tax on the transaction.  The box should be checked if sales tax was not collected on the transaction and the item is subject to sales or use tax. If the tax box is checked, a Use Tax (Washington State sales tax) will be added to the transaction amount.

Purchasing & Accounting System (PAS) Requisition entry Department Order update Purchasing Invoice entry and Invoice processing Accounts Payable

Purchasing & Accounting System (PAS)

Case Studies ProCard Case study Card holder has split the transaction to separate shipping, and handling into Item being purchased is under Reconciler reviews the account and makes no modification. ProCard staff has already made the monthly payment to JP Morgan and the transaction is now posted to MyFinancial Desktop. What is the problem and how do you correct it? Hint: Freight by itself is a service and not taxable.

Answer Reconciler can change it in payment net before the payment is made to the bank to make shipping taxable. If payment is already made, though, have to go through Procard department and request a correction.

Audit Case Study The vendor has asked us for documentation that we paid the use tax on specific invoices because they did not charge sales tax. Are we obligated to provide this information to the vendor? What kind of documents can we provide? If use tax wasn’t paid what happens?

Answer Currently provide a letter rather than the DOR form Check that use tax actually was paid Terms and conditions in contracts often say we will pay use tax if sales tax not charged. We may be required to provide the DOR form at some point. If no use tax paid, then department will have to pay it and may owe penalties and interest.

Water Case Study FACTS: Buyer placed the order correctly Department chose the correct object code AP staff decided not to enter sales tax in the sales tax – XXXXXXX PAS programming - realize that object code is taxable, budget is taxable, delivery address is local. Therefore, the system added use tax. Vendor Control: - flagged the vendor incorrectly in vendor file

Answer Sales/use tax charged twice Buyer could place order with two separate line items – one for water – flagged tax exempt, one for the rental which is taxable Department discovered the issue too late, should reconcile monthly If there is a tax exempt item, department should enter comments if using PAS If on Procard make sure box is not checked

Questions and contacts Procurement Customer Service  Pramilla Chand, , Tax Office  Julia Shanahan, ,